The Edit Petty Cash program is designed to allow edits to unposted Petty Cash entries and reprints of posted or unposted Petty Cash entries.

Data for Petty Cash Entries is written to the Deposit/Payment File (Dep/Pay) and can be edited only by this program. This program does not allow edits or deletions to any other type of Dep/Pay record.

To access the Edit Petty Cash Entry, type EDITPTY (RET) at any menu "OPTION:" field or the appropriate line number on the Rental Accounting menu. The screen will then display:

OPTION: __ EDIT PETTY CASH ENTRY 1 FOP 2 Voucher # 18 Last Nm 3 Description 4 IN or OUT 19 Currency Code 5 Amount 20 Frgn Currency Amt 6 Exp. Date Exchange Rate 7 Auth # 21 Frgn exchange? 8 Auth Amt 22 Reference 1 9 Date 05-06-04 23 Reference 2 10 Time 1414 24 Settle Flag 11 Employee STEVE 25 Vehicle No 12 Location TUS 13 Drawer Account Distributions Amount G/L Main Acct G/L Sub Acct Description 14 100TEST ACCT 15 16 17 1SAVE 2 3ERASE 4 5BACKUP 6SEARCH 7HELP 8

Enter data as you would in Petty Cash Entry.

To pull up a Petty Cash record for editing, execute an "F6" search of the Dep/Pay File. The search is limited to Petty Cash transactions. The credit cards will be masked. Up to 6 transactions are displayed at a time and the row number is shown in the left column. Type the row number of the appropriate transaction to pull the record onto the Edit Petty Cash Entry screen.

Data in any field can be changed except for the data in fields 9, 10, and 11 (Date, Time and Employee) which cannot be altered.

The credit card will be masked. Follow the standard logic to unmask it. With the cursor in the OPTION field, press Shift/F4. Prompts will appear to enter usercode and password. The credit card is unmasked for those users who are exempt from masking. (The setting is in the User Access File record.) The following message will display for those users who are subject to masking:

NOT AUTHORIZED TO VIEW CREDIT CARD INFO - CONTACT MANAGER

Once the edits are made, press F1 from the "OPTION" field to save the edits. A prompt will display asking if a new Petty Cash Receipt should be printed.

User tip: To reprint a previous petty cash entry receipt, execute the "F6" search to find the record and select the appropriate line number. F1 save the record. Cars+ will prompt for the user's name and password and will respond:

Refer to the chapter on Petty Cash Entry for further information on how to use this program.

NOTE: FOR REFUNDING A PREVIOUSLY ENTERED PETTY CASH TRANSACTION THAT WAS CHARGED ON A CREDIT CARD:

1. Press Shift/F7 when the cursor is in the #2 "Voucher" field. This will pop-up a search of the Deposit Payment file.

2. Select the line with the Petty Cash transaction number of the record you wish to do a refund on. The format will be "PC*nnnnn" (the letters PC then an asterisk followed by the five character transaction number).

3. This will populate the line with the transaction to be refunded. This will cause the credit card or it's token value to be entered into Field 2 and you can continue to enter data in the other fields for the refund.